Work-Study Supervisor Training: Overearning Prevention & Evaluation
Discover how to prevent overearnings, evaluate student performance, and facilitate student development in this comprehensive Federal Work-Study Supervisor Training Session. Gain insights on payroll tracking, jargon clarification, and effective student mentoring strategies.
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Presentation Transcript
Federal Work-Study Supervisor Training Session 3: Overearning Prevention, Evaluations, & Student Development 27 October 2017 Office of Scholarships & Student Aid University of North Carolina at Chapel Hill
Overview of Todays Session 1. Overearnings What they are How they happen How to prevent them 2. Evaluation Purpose Timelines Tools 360 Reviews 3. Student Development Projects, Skills, Meetings, & Mentoring
Jargon Time Overaward A disbursement of financial aid beyond a student s calculated need resulting in violation of federal regulatory limits Overearn A type of overaward caused by payroll earnings through the FWS program in excess of a student s allotted work-study amount
Payroll/Earnings Tracking Why is it important? 1. Student hours & total earnings are capped by Federal, State, & UNC regulations 2. Supervisors & students are responsible for ensuring compliance with these regulations 3. Receiving excess pay (an overearn) is reportable to the University and Dept. of Education and can result in audit findings 4. Repeat violations can be cause for removal from the program
2017-18 Payroll Total By Month Earnings Award Overearnings 3300 3150 3000 3000 3000 3000 3000 3000 3000 3000 3000 3000 3000 3000 2850 2550 2250 1950 1650 1500 1200 900 600 300 300 150 0 0 0 0 0 0 0 0 0 0 AUGUST SEPT OCT NOVEMBER DECEMBER JANUARY FEBRUARY MARCH MARCH APRIL MAY END OF YEAR
Overearns and Timing FWS pays every two weeks, for the preceding fourth & third week. Link to schedule: http://finance.unc.edu/files/2016/12/2017-Biweekly-Pay-Period-Schedule.pdf
2017-18 Payroll Total By Month Earnings Award Overearnings 3300 3150 3000 3000 3000 3000 3000 3000 3000 3000 3000 3000 3000 3000 2850 2550 2250 1950 1650 1500 1200 900 600 300 300 150 0 0 0 0 0 0 0 0 0 0 AUGUST SEPT OCT NOVEMBER DECEMBER JANUARY FEBRUARY MARCH MARCH APRIL MAY END OF YEAR
Payroll Tracking Options Reactive (FWS comms/reports) Pen and Paper Build your own spreadsheet Tracking tool
Previous Balances (Prior Reconciliation) Employment Data Payroll Data (Accounting) (JobX) Reconciliation Workbook If earnings near limit Communications to Student & Supervisor Connect Carolina If earnings over limit If overearn isn t fixed (Accounting) Excess earnings returned to FWS fund via PAAT entry ASAP
January Update 12/15 1/22- 1/26
Payroll Tracking Options Reactive (FWS comms/reports) Pen and Paper Build your own spreadsheet Tracking tool Earnings in Pay Period Total Earnings Balance 0 0 2700 150 150 2550 167 317 2383 123 440 2260
Payroll Tracking Options Reactive (FWS comms/reports) Pen and Paper Build your own spreadsheet Tracking tool
Payroll Tracking Options Reactive (FWS comms/reports) Pen and Paper Build your own spreadsheet Tracking tool ***The tracking tool can also be used to plan work hours in advance!***
Changes in FWS Award Amount AWARD REVISION EXAMPLE COA EFC = NEED Need < Need-Based Aid (NBA) Work-Study is a form of NBA 16000 Overaward Zone 14000 1500 0 1500 12000 3000 3000 1500 10000 TOTAL AID Need 8000 5000 5000 5000 COA Revision Notices are sent weekly on Mondays. Supervisors are not responsible for overearns caused by revisions before notification! 6000 4000 EFC 5000 5000 5000 2000 0 Scholarship- Induced Overaward Initial Award Corrected Award Scholarship 0 1500 1500 Work-Study Grant 3000 5000 3000 5000 1500 5000 Family Contribution 5000 5000 5000
What is an Evaluation What is an evaluation? A in/formal review of employee s performance over a given timeframe A time to address areas of success or failure An opportunity to set goals for future time periods A chance for parties (supervisors & student) to define targeted areas for improvements What isn t an evaluation? A judgment of the employee as a person A one-way conversation The best place to bring up issues for the first time By itself, a reason for promotions or wage changes
What Does an Evaluation Entail Ideally Start semester by setting goals and expectations Check in regarding milestones and periodically Formally provide feedback during evaluation at set key times Realistically Meet with student to talk candidly about their performance, your expectations, any discrepancies, and ways to make all items align
When Do I Evaluate? Options Annual Semesterly Bi-semesterly Monthly Bi-monthly Weekly Daily Recommended After first 3-6 weeks Informal At midpoint of each semester Informal At end of each semester Formal
What Tools Are available UNC Human Resources Performance Management Page Contains Toolkit which includes: Evaluation Presentation SMARTER Goals Worksheet Institutional Goals Much, much more! UNC FWS Evaluation Form 1. Employee Information 2. Core Values Evaluation 3. Position-Specific Evaluation 4. Overall Evaluation and Rating 5. Future Goals 6. Signatures Live Evaluation Form Example Evaluation Form *Geared towards full-time staff*
The 360 Review 360 degree feedback allows you to use multiple raters such as supervisors, peers, direct reports, subordinates and external raters (e.g. clients) to leave feedback on an employee. The feedback is often used as a benchmark within the employee s development plan. In a team-focused atmosphere, 360 degree feedback surveys can be very effective. It lets the employee know how his/her team members view the effectiveness of their performance. Live Evaluation Form
Student Development: From Transactional to Transformational
Mentoring Mentoring as defined by UNC HR s Mentoring Services Mentoring is an organizational practice in which people come together to transfer or develop a specific skill set. In the mentoring process, transformative learning and leveraging of experiences become gateways to individual and organizational growth and development. The actual practice of mentoring varies with the people participating in the process. Mentoring takes place at all levels of an organization. Whether people engage in traditional one-on-one mentoring partnerships or engage in peer and team mentoring, the mentoring process invites participants to grow into their full potential, enriching the workplace and helping an organization improve. These partnerships can be conducted face-to-face or in a variety of forms, including distance learning, videoconferencing, emailing, and phone calls.
Benefits of Mentoring as defined by UNC HR s Mentoring Services Increased competency levels in accomplishing crucial work for departments and the University. Personal and direct contributions to the career development of talented employees. Accelerated leadership development to sharpen coaching, management, and communication skills (both for the mentor and the mentee), vital skills for successful leadership practices. Increased organizational commitments and job satisfaction, demonstrated as renewed interest and vigor for work responsibilities which benefit the larger institution. Heightened individual and organizational learning. Stronger and more cohesive teams. Takeaway: Mentoring leads to better employees who do more & better work which provides you with additional time to pursue improvement opportunities (upward spiral).
Mentoring Recommendations Offer, don t require Identify goals & expectations of mentoring relationship Establish communication guidelines Evaluate areas of improvement for student Provide feedback & evaluation regularly Review goal progress at set times Be encouraging and have fun
Other Ways To Develop Your Students Projects Research Benchmarking Operational Analysis Customer Satisfaction Improvement Office/Lab Manual Grant-Writing Marketing/Recruiting Materials Social Media Presence Repeatable or Time-Series Performance Assessment Set up steps for new FWS jobs Skill Development Workshops Online Webinars/Training Videos Articles, Manuals, Websites Peer Training Cross Training Development Meetings 1:1 Office/Team/Lab meetings Job Shadowing External Stakeholders Planning Meetings
Updated JobX Fields New optional fields for hours/day for each day of the week Spring Jobs Open for submission and being reviewed multiple times every week Please make sure to create new Spring-only jobs as current Academic Year (i.e. Fall/Spring jobs can not be approved. Feel free to copy and paste content from Fall/Academic Year jobs
Site Visits NO DISCIPLINARY ACTION IS TAKEN BASED ON FINDINGS Half-hour process being conducted by full-time and student members of the FWS team Consists of questions with supervisor/FWS Student, interview of student, & photos Goal is three-fold Find gaps between best practices and current operations Develop promotional materials for future FWS students and potential donors Better acquaint FWS Staff & Supervisors/Students Taking volunteers for Nov./Dec. Job/Career Alignment & Recruitment Goal: to better align current FWS positions with jobs students enter upon graduation Currently performing a gap analysis and will be reaching out to employers in underrepresented areas
Next Training Session Repeat Session? Overview of Annual Survey Results Federal Regulations Creating Jobs in JobX Reviewing Applications Interviewing & Evaluating Candidates Hiring & Onboarding Overearn Prevention Evaluation Student Development Something New? Qualtrix poll going out next week
